Develop and launch a showcase European CS initiative, building on existing activities and networks, in order to test best practices developed in WG1–4

Deliverables

1. Documentation on the links between outputs (Deliverables) of WG1–4, emphasizing how information among WGs has been shared to maximise the impact of the Action (Task 1a and Task 1b)

2. Manuscript documenting evaluation of case studies based on guidelines developed in WG1–4. Outcomes used to inform development of training materials and guidance document for running BioBlitz events focused on IAS (Task 2a and 2b).

3. Cross-cutting European CS activity (Task 3)

Risk and Contingency Plans

The Chair, the Vice-chair and the Managing Committee (MC) will be responsible for identifying potential risks, their impacts and for taking a risk response and mitigation actions. They will develop a Risk Assessment and Contingency Plan at the start of the Action including a list of identified risks, their root causes, the main impacts and risk response and mitigation measures. Indicative list of risks and risk responses and mitigation measures is as follows:

1. The objectives are not achieved at the end of the time scheduled: Regular checking of results and taking any necessary corrective actions to meet the plan.

2. A leading partner decides to leave the Action: The MC will look for another Proposer to take over the tasks and responsibilities to lead the Action to success.

3. Lack of communication among partners: More frequent interactive communication means, e.g., Skype calls and even face-to-face meetings.

4. Schedule and cost limitations: The MC will monitor the schedule and the work progress tightly. The MC will also monitor costs by planning the Action’s activities carefully.

5. Delay in submitting deliverables (e.g.: publications): Each WG will set a detailed schedule and work-plan to ensure the risk of delay is minimized.

6. Low participation in the activities, especially STSMs and TSs: Specific actions will be targeted to encourage participation. An STSM and TS coordinator will be appointed.

7. Failure to reach the necessary number of stakeholders and not having the promised impact.

A tailored management plan will be elaborated to make use of the Action Members’

resources in relevant fields of expertise, as well as to strengthen information and dissemination procedures.

Management Structures and Procedures

The Action will be managed in accordance with COST rules. The MC will primarily be involved in monitoring the progress of the Action, approving annual reports, overseeing budget allocations and ensuring inclusiveness. A core group will be formed to oversee some of the more detailed planning and procedures but ensuring approval from the entire MC for delegated actions. The core group will include the chair, vice-chair, all WG leaders, dissemination and outreach officers, STSM and Training School coordinator and the budget holder. In all positions (other than chair and vice-chair) there will be at least two people assigned and always including an ECI.

The MC will meet annually but the core group will ensure communications at regular intervals throughout the year and will meet every three months either virtually or in person.

The core group will be agreed at the kick-off meeting and delegated actions will be collectively approved. There will be agreement on communication between WGs and the core group will ensure coherence and coordination.

Each WG will have two leaders and may appoint additional participants in leading roles to ensure the work plan is met. The WGs will ensure regular updates through e-mail communications to the MC and posts on the website. They will provide formal reports twice a year in line with their meetings which will be at least twice a year and encompass the range of activities (workshops, conferences, seminars) relevant to their work plan.

Membership of the WGs will remain open throughout the Action with opportunities for participation ensuring inclusivity and involvement of ECIs. The Action will support all participants but particularly ensure participation by female researchers and ECIs who will be encouraged to take on leadership roles. All ECIs will be invited to give presentations at the annual MC meeting.

The MC will monitor progress and achievements every 6 month and highlight opportunities for dissemination and outreach. The outcomes will be compiled within the Action progress

report crossreferencing the objectives and deliverables with relevant recommendations as required.

Dissemination and outreach will be a particularly important component of the Action.

Therefore the dissemination and outreach officers in the core group will form a small team with participants from across the Action but ensuring 50% membership of Inclusiveness Target Countries (ITCs). The Dissemination and Outreach Team (DOT) will maintain the content of the website ensuring relevance to all the stakeholders outlined within the dissemination plan 2.2.2. The DOT will also seek opportunities to widen outreach and plan events to promote the Action and specifically the activities of WG5.

Network as a Whole

The network of proposers includes a diverse range of stakeholders including people from academic organisations, museums and botanical gardens Agencies and consultants. The proposers are leading in the fields of CS and biodiversity monitoring (and specifically invasion ecology) with expertise ranging from field ecology to social science. The Action will actively encourage wide participation and will welcome additional participants throughout. 15 COST Countries have participated in the proposal of which 40.0% are inclusiveness countries. The proposal has been led by two female researchers and included ECIs throughout from concept of ideas to drafting the proposal. The enthusiasm for this Action from so many COST member countries highlights the relevance across Europe. ITCs will be involved throughout the Action and across the management structure.

The core group will be formed ensuring inclusiveness and activities will be organised in ITCs to provide maximum opportunities for participation and outreach in ITCs. The geographic distribution of participants will be across Europe and beyond. Two International Partner Countries have committed to the work plan of the Action. A number of International Organisations have contributed to the proposal including representation from Global Biodiversity Information Facility (GBIF), Biodiversity Information Standards (TDWG), European CS Association (ECSA), Biodiversity Observation Network (GEO BON), Long term ecological research (LTER), International Union for Conservation of Nature Invasive Species Specialist Group (IUCN ISSG) and European and Mediterranean Plant Protection Organization (EPPO).

The gender balance of the Proposers is even and measures will be in place to ensure the balance is retained and that there are equal opportunities for leadership and participation.

15.4% (=4) of the Proposers are ECIs and leadership roles have been identified for ECIs with mentoring as required. The proportion of ECIs is anticipated to increase with provision of activities such as STSMs and training schools but also through sessions at workshops, such as speed talks and interactive poster sessions, aiming to attract ECIs and encourage involvement.